The Administrative Assistant I position is part of the Center for Digital Humanities within the College of Arts and Science at Vanderbilt, and is a key individual contributor responsible for the general administrative duties of the Center. The primary responsibilities of the position include purchasing supplies, booking travel, organizing guest lectures and events, and reviewing and monitoring the center budget. Reporting directly to the Senior Administrative Officer and indirectly to the Center Directors, the Administrative Assistant interacts with many faculty, students, and staff across campus. This position requires a thorough understanding of University policies and procedures.
The Vanderbilt Center for Digital Humanities was founded in 2016 with a grant from the Andrew W. Mellon Foundation.The Center for Digital Humanities aims to create a flourishing environment for innovative exploration at the intersection of digital technology and humanities research, by providing learning experiences, digital project support, and opportunities for intellectual collaboration.We are a technology lab, event venue, informal meeting space, and hub for a robust community of digital humanities inquiry and practice that reaches across and beyond the Vanderbilt University campus.
Duties and Responsibilities
Serve as Guest Travel Coordinator for DH Center's guests
Book and transmit to guests all reservations
Create and transmit to guests the itinerary for their visit
Process all associated expense reports and reimbursement requisitions in Oracle
Maintain DH Center calendar
Update internal Outlook calendar and external Google calendar
Order catering for regular working meetings, as needed
Order and maintain DH Center supply stores
Coordinate with IT to purchase technological materials
Order office and kitchen supplies through Aquiire
Serve as DH Center's Line Manager
Hire, schedule, supervise, and approve timesheets for student workers
Update and maintain listserv and DH Center's communication streams in Slack, Trello, and Google Drive
Lead weekly staff meetings
Create and disseminate DH Center's publicity, including event posters and weekly newsletter
Track and create reports for Mellon Fellow spending, providing available remaining balances on a quarterly schedule
Coordinate with institutional contacts at other Mellon Partner schools on collaborative projects and events
Maintain DH Center facilities
Call in work orders to Plant Ops/upload to AiM
Work with Facilities, as needed
Coordinate with Distributed Technology Services if the DH Center is experiencing A/V issues
Other work and projects as assigned
This position will supervise undergraduate student workers and serve as the line manager for DH Center staff.This position reports administratively to the Dean's Office Senior Administrative Officer and functionally to the Directors of the Digital Humanities Center.
Profile of an Ideal Candidate
Bachelor's degree is preferred.
High school diploma/GED + years of appropriate work experience is necessary.
Prior administrative experience is preferred.
Basic Outlook and Microsoft Office knowledge is necessary.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000032
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.